Hiring Documentation

Effective June 1, 2017, in response to client feedback, hiring managers are no longer required to submit competition documentation to the BC Public Service Agency to confirm a hire.

Eliminating the requirement to submit competition documentation to complete a hire does not remove the requirement for hiring managers to retain competition documentation. Hiring managers are still responsible for documenting and retaining all competition files, as they currently do, for a minimum of two years.

You will continue to receive support from the Agency for merit processes. Competition documentation will be collected electronically by the Agency when

An employee requests a deputy minister inquiry into a staffing action

A competition is selected for audit by the Office of the Merit Commissioner

Instructions on how to submit your competition documentation electronically will be provided when this occurs.

Original documentation may be filed and retained in a digital format, provided that the document is an effective record and entirely readable for audit and review purposes. However, you must ensure that you have permission to file electronically.

Hiring documentation is important for several reasons. Effective documentation enables you to

Detail and record your steps, decisions and results of your staffing action

Provide evidence that your staffing action was based on the principle of merit and that the steps taken were consistent, reasonable and justifiable

Provide the necessary information to respond to inquiries from unsuccessful applicants during feedback, for an internal inquiry or staffing review

Review what worked and identify areas for improvement for future actions

Document the entire process in one secure place and ensure utmost confidentiality of all aspects of the staffing action

Record of Decision to Hire

As with any decision for which public service employees are accountable, an appropriate record of the basis of the decision must be maintained.

This includes all the information required to tell the story of the appointment including what was posted, who applied, who was screened in or out and on what basis, what assessment approach was used, ratings for the candidates and the basis for the decision, and the record of offer, acceptance, notice and confirmation.